Proposed changes to the O & M Charter and Constitution
Hi folks all,
it has become apparent over the last two years that while the face to face and online branches of O & M have the same aims and purpose, the way they operate day to day is very different. This has meant that the current Charter and constitution isn't working as well as it could, particuarly for the face to face folk who have no democratic way of governing themselves within the confines of the current charter.
In addition, the Council for the online branch needs to take into account the growing number of members we have who have completed the First Degree training and the growing number who are now doing Second Degree too. Those folks are not represented at all really at the moment.
So I've made some proposed changes to the Charter and have presented that to the Council for approval. If approved, it will go into effect officially when the Council agree hopefully within the next couple of weeks. According to the Charter, I must post a copy of it here on O & M so have pasted it below for anyone for comment prior to the final decision by Council.
Smiles,
Amethyst
This is the Charter and CONSTITUTION of the
Circle of Oak and Mistletoe
Charter
The Circle of Oak and Mistletoe is a teaching coven in the tradition of Inclusive Wicca and is the founding coven of the Community Church of Inclusive Wicca. Via two branches, we offer both face to face and/or online learning opportunities and fellowship for seekers in a supportive, caring and ethical environment.
Oak and Mistletoe’s purpose is to respect and honour the Gods and Goddesses, our planet and all living beings as divine. Through a shared journey of friendship and mutual support, we endeavour to strengthen our personal connections with the Divine and achieve our spiritual goals.
The Circle of Oak and Mistletoe encourages membership from people who are mature, dedicated to exploring their spiritual path, prepared to contribute to coven activities and who follow the fundamental tenets of Wicca and Oak and Mistletoe. This coven and school aims to provide an environment where learning is valued, where all members feel safe and nurtured and where we can all share in the fun and joy of embracing Wicca.
The online branch offers opportunities for training, membership and fellowship via the website www.oakandmistletoe.com.au while the face to face branch offers face to face teaching, membership and fellowship via the face to face coven in Adelaide, South Australia. Online members are welcome, and encouraged, to attend certain face to face rituals and events by invitation. Face to face members are welcome, and encouraged, to be involved in the online forums. Such inter-branch activity ensures fellowship and cohesion of both branches.
The strategic and operational leadership and responsibility of both the online and face to face branches of Oak and Mistletoe will ultimately remain with the founder of Oak and Mistletoe but such leadership will be conducted in conjunction with the online Coven Council for online members and the face to face Coven Council for face to face members. The online Coven Council will consist of seven positions. Councillors can remain in their positions for longer than a year where that is approved by the online Coven Council and the online coven membership (except for the Chairperson who shall remain permanently in the same position until self relinquished). The face to face Coven Council shall consist of all initiated members of the face to face coven. Face to face Coven Council membership is automatic upon initiation and continues for the duration of face to face membership, thus all members of the face to face coven are automatically also members of the face to face Coven Council.
Student (Outer Court) membership of either branch is open to persons who wish to learn and work through the Inclusive Wiccan "Toward First Degree" teaching program of Oak and Mistletoe. Membership of the Inner Court of either branch of the coven is open to all persons who have completed the “Toward First Degree” program of Oak and Mistletoe or another approved method and who have been accepted for Inner Court membership via initiation or an approved self dedication process.
No person will be denied access to either Inner or Outer Court on the basis of race, gender, ethnic background, sexual preference, physical impairment or age, providing they have reached the age of eighteen years. However, initial and continued membership in any form is open only to persons who uphold the values and objectives of Oak and Mistletoe and who have agreed to the Inclusive Wiccan Oath of Practice. Membership shall always be at the discretion of the online Coven Council for online members and the face to face Coven Council for face to face members.
Online student members are expected to attend at least four Sabbats of a local Inclusive Wiccan coven (where possible) or create their own celebrations, engage with online activities and complete all “Toward First Degree” lessons before seeking Inner Court membership.
All online Inner Court members, regardless of their degree status, are expected to attend at least six Sabbats of a local Inclusive Wiccan coven (where possible) or create their own celebrations each year. In addition, they must conduct or attend at least nine Full Moon Esbats in any given year.
Face to face student members are expected to attend at least four Sabbats held by the coven and complete all “Toward First Degree” lessons before seeking Inner Court membership. Face to face students must physically attend at least six of the eight “Toward First Degree” training sessions (including the first three) in order to seek initiation at the completion of the training. They must also attend the Esbat held as part of lesson three and full moon Esbats as invited thereafter during “Toward First degree” training. Once “Toward First Degree” training has been completed, attendance at the full moon Esbats is at the invitation of the face to face Coven Council only until initiation.
Face to face Inner Court members, regardless of their degree status, are expected to attend at least six Sabbats held by the coven each year plus at least nine Full Moon Esbats. Face to face rituals, Sabbats, Esbats and meetings will usually be held at the Covenstead, currently in Adelaide, South Australia.
In the event we do not have any contact from a member of either branch for three months, membership may be revoked. In addition, the online Coven Council or face to face Coven Council have the right to terminate membership at any time where it is deemed such membership is detrimental to the wellbeing of the branch for which the Council is responsible.
1 NAME
The name of the coven and school is the Circle of Oak and Mistletoe herein referred to as O & M.
2 DEFINITIONS‘Online Coven Council’ or the ‘oCC’ means the Council of leadership of the online branch of O & M.
‘Face to face Coven Council’ or the ‘f2fCC’ means the Council of leadership of the face to face branch of O & M.
‘General meeting’ means a general meeting of members of either branch of O & M convened in accordance with this constitution.
‘AGM’ means an annual general meeting of members of the online branch of O & M in accordance with this constitution. The face to face branch is not required to conduct an AGM.
3 OBJECTS AND PURPOSE OF OAK AND MISTLETOEThe purpose of O & M is to respect and honour the Gods and Goddesses, our planet and all living beings as divine. Through a shared journey of friendship and mutual support, we endeavour to strengthen our personal connections with the Divine and achieve our spiritual goals.
4 MEMBERSHIPNo person will be denied access to either student or Inner Court membership of either branch on the basis of race, gender, ethnic background, sexual preference, physical impairment or age, providing they have reached the age of eighteen years. However, initial and continued membership in any form is open only to persons who uphold the values and objectives of Oak and Mistletoe and who have agreed to the Inclusive Wiccan Oath of Practice. Membership shall always be at the discretion of the oCC for online members and the f2fCC for face to face members.
Membership may take one of the following forms although face to face members may also be inline forum members;
a) Friend of Oak and Mistletoe
b) Outer Court Student member
c) Inner Court graduate member
d) Inner Court Second Degree trainee member
e) Inner Court Second Degree member
f) Elder
4.1 Membership Types
a) A Friend of Oak and Mistletoe is a person who has empathy with the purpose of O & M but who is neither a registered student nor a member of Inner Court. Online forum members who are not also registered online students are considered Friends of O & M. The exception to this rule is where a face to face student or face to face member is also an online forum member. In this case, their dominant membership category reverts to their face to face membership type. Friends of O & M do not have voting rights (except for friends who are also face to face students or members) but may attend coven activities where agreed and invited by the relevant Coven Council.
b) Outer Court Student members are those members of either branch who are registered as students of the “Toward First Degree” program. Training lasts at least eight months and once completed, members may seek advancement through initiation for face to face members and dedication or approved initiation for online members to Inner Court membership. Seeking advancement does not automatically result in acceptance and such advancement is subject to agreement by the student’s tutor and Chairperson for online students, and by the f2fCC for face to face students. Student members have the right to a single vote.
c) Inner Court graduate members of either branch are those members who have completed the “Toward First Degree” program through the Circle of Oak and Mistletoe face to face or online program or via an alternative approved method. Online graduate members have been initiated into the tradition by an approved initiated Inclusive Wiccan, or initiated into an approved coven of this tradition. or have conducted an approved dedication into this tradition. Face to face members have been initiated into the face to face O & M coven. Inner Court graduate members have the right to a single vote.
d) Inner Court Second Degree trainee members of either branch are those Inner Court graduate members who have elected to undertake, and are in the process of training toward their Second Degree via the “Toward Second Degree” Program or an alternative approved method. Inner Court Second Degree trainee members have the right to a single vote.
e) Inner Court Second Degree members are those Inner Court members of either branch who have successfully completed all the requirements of the “Toward Second Degree” Program or an approved alternative method. Online members have been initiated into the Second Degree of this tradition by an approved Second Degree or higher initiated Inclusive Wiccan or have conducted an approved Second Degree dedication into this tradition. Face to face members have been initiated into the Second Degree of the face to face O & M coven. In both branches, they are considered the senior members of the Inner Court and have the right to a single vote.
f) Elders are those members of either branch, recommended by either Council and approved by the Chairperson, who have served, or continue to serve, as Inner Court members and who have completed at least the “Toward Second Degree” training program. The status of Elder is usually granted after the member has consistently demonstrated;
i. leadership qualities,
ii. has been ordained by the Community Church of Inclusive Wicca,
iii. has served on the oCC for at least one term or f2fCC for at least one year,
iv. and who demonstrates the ethics and practices synonymous with those expected by O & M.
4.2 Membership Fees and Levies
The oCC for online members and the f2fCC for face to face members may elect to charge membership dues to cover operating expenses, or to levy reasonable fees for particular events, projects or services. Where dues or fees are levied, they must be set only to cover costs and not to produce profits and accurate and up to date accounts must be freely available for scrutiny by the full O & M membership at any time. Only the oCC or f2fCC may elect to levy fees or dues against themselves.
Where an Oak and Mistletoe member suffers hardship and is unable to contribute to a due or fee, such contribution can be waivered after a vote by the oCC for an online member or the f2fCC for face to face members. However, such a decision must not result in a deficit of expenses.
4.3 Member Resignation
Any member of either branch may resign their membership of O & M at any time by giving written (electronic or hardcopy) notice to an Elder or to a relevant Coven Councillor of O & M.
4.4 Expulsion of a Member
a) Subject to giving a member an opportunity to be heard or to make a written submission, the oCC for online members or the f2fCC for face to face members may resolve, by a clear majority vote, to expel a member upon a charge of misconduct detrimental to the interests of O & M.
b) Particulars of the charge shall be communicated to the member at least two weeks before the meeting of the relevant Coven Council at which the matter will be determined.
c) The determination of the relevant Coven Council shall be communicated to the member, and in the event of an adverse determination the member shall cease to be a member 1 day after the relevant Coven Council has communicated its determination to the member.
d) There will be no grounds for appeal and as such the relevant Coven Council must ensure that any decision made is fair, informed by all relevant evidence and after the member has been given the opportunity to state their case.
5 GIFTS
Any Coven Councillor of either branch may accept any contribution, gift, or bequest on behalf of the school or coven. Such gifts must be without return cost, actual or nominal, and are the property of O & M. If a return is asked, the Chairperson can, at his/her discretion, choose to bring the exchange to both or either Coven Council, depending on the relevancy to the branch, for a vote of approval.
6 THE ONLINE & FACE TO FACE COVEN COUNCILSa) The oCC discusses and decides matters of strategic and operational management, membership, online program planning, activities, budget and affiliations of the online membership.
b) The f2fCC discusses and decides matters of strategic and operational management, membership, face to face program planning, activities, budget and affiliations of the face to face membership.
c) The affairs of O & M shall be managed and controlled by both Coven Councils (oCC for online and f2fCC for face to face) which in addition to any powers and authorities conferred by this constitution, may exercise all such powers and do all such things as are within the objects of O & M so long as they remain legal.
d) Each Coven Council shall be responsible for its own branch only and no decision made can be detrimental to the other branch.
e) The f2fCC shall have the full management and control of the funds and other property of the face to face branch of O & M with the exception of those funds and property generated and owned by Amethyst Treleven including through the O & M publishing arm or any other commercial activity undertaken to support the separate business of Oak and Mistletoe as defined by its certificate of business.
f) The oCC shall have the full management and control of the funds and other property of the online school and coven of O & M with the exception of those funds and property generated and owned by Amethyst Treleven including through the O & M publishing arm or any other commercial activity undertaken to support the separate business of Oak and Mistletoe as defined by its certificate of business and URL certification.
g) Both Coven Councils shall have the authority to interpret the meaning of this constitution and any other matter relating to the affairs of O & M on which these rules are silent.
6.1 Online Coven Council Appointments
a) The oCC shall comprise of a Chairperson/Treasurer, a Secretary, two Senior Representatives, two Student Representatives and a New Student Guide.
b) The role of Chairperson/Treasurer shall remain with Amethyst Treleven as founder of the Oak and Mistletoe until such time as she chooses to relinquish the role. At such time the role will revert to one of nominated status just the same as the other online Coven Council roles. The sub role of Treasurer may be split off and separated as a standalone role when the active online membership numbers warrant such a move and when the split is unanimously agreed to by all oCC members.
c) The Chairperson/Treasurer shall be responsible for setting the strategic direction of both branches of O & M and for maintaining ethical and strong Coven Councils. In addition, Amethyst Treleven as Chairperson shall ensure that no decision made by the oCC shall be detrimental to the face to face branch and that all activities conducted by the online branch are supportive and conducive to the face to face branch. This role also manages the oCC finances.
d) The Secretary must be an online branch Inner Court member and is responsible for keeping minutes of the oCC meetings and handles correspondence as requested.
e) The Senior Representatives must be online branch Inner Court members with at least twelve months active membership of the school and/or coven. Their role is to represent the interests of online Inner Court members.
f) The Student Representatives must be online branch student members with at least six months active student membership. Their role is to represent the interests of online students.
g) The New Student Guide must be an online branch student or Inner Court member with at least six months active student membership. His/her role is to provide support and direction to new students, to offer welcoming advice for the first month of the student’s entry to the O & M school.
h) oCC Councillors may hold up to two Council positions where there are insufficient nominations for a Council role. However, where a person holds two Council positions, they shall only have the privilege of a single vote.
i) The Chair holds the deciding vote in a tie.
j) The first oCCoven Council shall be appointed from the members of the online O & M school or coven and they shall hold office until a new oCC is elected from the general membership at the first AGM. The first oCC Councillors can remain in office if unopposed
k) A new oCC shall be elected at each subsequent AGM.
l) All oCC Councillors may be re-elected to Council for a maximum of five consecutive terms with the exception of the Chairperson/Treasurer. Whilst the Chair remains with Amethyst Treleven, it will do so unopposed. Thereafter, when the Chair is held by another nominated person, the Chairperson can remain in the role indefinitely where the oCC unanimously votes in favour of such a recurrent nomination.
m) Any online O & M student or Inner Court member seeking an oCC position must be nominated by another online student or Inner Court member of O &M. All nominations must be delivered to the oCC Chairperson no later than 14 days before the AGM. Each nomination must be signed either in hardcopy or electronically by both the nominee and the proposer.
n) Notice of all persons seeking election to the oCC shall be given to all members of the online branch of O & M along with the notice calling for the AGM at which time the election shall take place.
o) Postal, email, online and proxy votes will be accepted forms of voting in addition to those votes delivered through a physical show of hands where appropriate.
p) The oCC may appoint a person to fill a casual vacancy and such an oCC Councillor shall hold office until the next AGM and shall be eligible for election to the oCC without nomination.
6.2 Proceedings of the Online Coven Council
a) The oCC shall meet as required. Such meetings can occur online or via email with all Councillors present as long as the Secretary or Chair keeps a record of the meeting in printed form. An online forum or other such conferencing technology may be utilised for this purpose.
b) Questions arising at any meeting of the oCC shall be decided by a majority of votes and in the event of a tied vote, the Chairperson shall have a casting vote in addition to a deliberative vote.
c) A quorum for a meeting of the oCC shall be at least four of the seven members of the oCC.
6.3 Face to face Council Appointments
a) The f2fCC shall comprise of all initiated members of the face to face branch of O & M.
b) Positions shall include a Chairperson, a Secretary, a Treasurer and a Librarian. Any remaining f2fC Councillors without a port folio shall serve as Ordinary f2fC Councillors.
c) The role of Chairperson shall remain with Amethyst Treleven as founder of the coven until such time as she chooses to relinquish the role. At such time the role will revert to one of nominated status just the same as the other f2fCC port folio roles.
d) The Chairperson shall be responsible for setting the strategic direction of both branches of O & M and for maintaining ethical and strong Coven Councils. In addition, Amethyst Treleven as Chairperson shall ensure that no decision made by the f2fCC shall be detrimental to the online branch and that all activities conducted by the face to face branch are supportive and conducive to the online branch.
e) The Secretary must be a face to face branch Inner Court member and is responsible for keeping minutes of the f2f meetings and handles correspondence as requested.
f) The Treasurer must be a face to face branch Inner Court member and manages the f2f finances. If the face to face branch resolves to open a bank account to better manage its finances except as otherwise specifically determined by resolution of the f2fCC or as otherwise required by law, cheques, drafts, promissory notes, orders for the payment of money, and other evidence of indebtedness of the face to face branch will be signed by the Treasurer and countersigned by the f2fCC Chairperson.
g) The Librarian must be a face to face branch Inner Court member and is responsible for the management of the O & M library.
h) Ordinary f2fC Councillors must be face to face branch Inner Court members and are required to contribute to the leadership discussions.
i) f2fC Councillors may hold up to two Council positions where there are insufficient nominations for a Council role. However, where a person holds two Council positions, they shall only have the privilege of a single vote.
j) The Chair holds the deciding vote in a tie.
k) The first f2fCC shall be appointed from the initiated members of the face to face O & M coven and they shall hold office thereafter.
l) f2fCC port folio positions shall be elected from the initial f2fCC membership and shall remain in office until they resign. Calls for expressions of interest for a vacant position will be made at a general meeting and a vote taken at that time.
6.4 Proceedings of the Face to Face Coven Council
a) The f2fCC shall meet as required. Such meetings can occur face to face or via email with all Councillors present as long as the Secretary or Chair keeps a record of the meeting in printed form.
b) Questions arising at any meeting of the f2fCC shall be decided by a majority of votes and in the event of a tied vote, the Chairperson shall have a casting vote in addition to a deliberative vote.
c) A quorum for a meeting of the f2fCC shall be at least half of the members of the f2fCC.
6.5 Disqualification of Coven Councillors
The office of either of the Coven Councillors shall become vacant if a Councillor is:
a) Expelled as a member under this constitution,
b) Permanently incapacitated by ill health or similar means,
c) Absent without apology from more than two consecutive meetings of the Coven Council of which they are a part,
d) He/she submits in writing, his/her resignation to the Chairperson,
e) He/she cease to be a student or Inner Court member of the online branch of O & M for the oCC or a member of the face to face branch for the f2fCC.
7 MEETINGS7.1 Annual General Meetings
a) The face to face branch of O & M is not required to conduct an AGM at any time.
b) The oCC shall call an AGM in accordance with this Constitution. This meeting can occur online or via email with members present as long as the Secretary keeps a record of the meeting in printed form. An online forum or other such conferencing technology may be utilised for this purpose.
b) The first online AGM shall be held within at the earliest possible moment after commencement of the online branch of O & M and thereafter during October of each year.
c) Notice of an online AGM may be given by O & M to any member via the postal service, personally, via notification on www.oakandmistletoe.com.au or via email.
d) The order of the business at the meeting shall be:
i. The confirmation of the minutes of the previous online AGM (for second and subsequent AGMs),
ii. The consideration of the accounts and reports of the oCC,
iii. The election of the online Coven Councillors,
iv. Any other business requiring consideration.
e) The quorum for an online AGM shall be the full OCC plus at least 10% of O & M’s online student and 25% of online Inner Court membership or at least 10 members where there are less than 25 voting members.
7.2 General Meetings
a) At least 14 days notice of any general meeting of either branch shall be given to members. The notice shall set out where, when and how the meeting will be held, and particulars of the nature and order of the business to be transacted at the meeting. This meeting can occur online or via email with members present as long as the Secretary or Chair keeps a record of the meeting in printed form. An online forum or other such conferencing technology may be utilised for this purpose.
b) Notice of any general meeting may be given to any member either via the postal service, personally, via email or via notification on www.oakandmistletoe.com.au for online members.
c) The quorum for a general meeting shall be at least half the relevant Coven Council plus at least one quarter of O & M’s face to face voting membership or at least 10 members where there are less than 25 voting members and 10% of O & M’s online student and 25% of online Inner Court or at least 10 members where there are less than 25 voting members.
d) The Chairperson or agreed Coven Councillor delegate shall preside as chair of the online annual and both branches’ general meetings.
7.3 Voting at AGMs and General Meetings
a) Subject to this constitution, every student, Inner court and Elder member of O & M has only one vote at a meeting.
b) Subject to these rules, a question for decision at a general meeting must be determined by a majority of members with voting rights either in person or electronically at that meeting.
7.4 Poll
a) If a poll is demanded by at least ten members, it must be conducted in a manner specified by the Chairperson and the result of the poll is the resolution of the meeting on that question.
b) A poll demanded for the election of an oC Councillor or on a question of adjournment shall be taken immediately, but any other poll may be conducted at any time before the close of the meeting.
7.5 Proxies
A member shall be entitled to appoint in writing another student, Inner Court or Elder member to be his/her proxy and attend and vote on their behalf at their branch’s meeting.
7.6 Minutes
a) Proper minutes of all proceedings of general meetings and meetings of both Coven Councils shall be entered within two weeks after the relevant meeting in minute files kept for the purpose.
b) The minutes kept pursuant to rule 7.6.a must be confirmed by the members of the relevant branch of O & M or the Coven Councillors (as relevant) at a subsequent meeting or within two weeks via electronic means.
c) The minutes kept pursuant to rule 7.6.a shall be signed off (electronically or in hardcopy) by the Chairperson of the meeting at which the proceedings took place or by the Chairperson of the next succeeding meeting at which the minutes are confirmed or via email where the minutes are distributed thus.
8 ALTERATIONS TO THIS CONSTITUTION
The procedure for altering this constitution shall be:
a) The proposed amendments shall be set out in full and posted on the Oak and Mistletoe website and emailed to all Coven Councillors of the relevant Council (or both Councils where the alterations are universally appropriate) at least 14 days before the online AGM or either branch general meeting at which they are to be discussed.
b) The amendments must be agreed to and approved by the affected Coven Council or Councils.
9 FINANCIAL YEARThe financial year of both branches of Oak and Mistletoe shall be the period ending on the next 30 June following the first online AGM for the online branch and from August 2010 for the face to face branch, and thereafter a period of 12 months commencing on 1 July and ending on 30 June of each year.
10 CONFIDENTIALITY AND ETHCIAL RESPONSIBILITIESAll members and potential members are expected to abide by the Wiccan Rede, the Law of Return, the Inclusive Wicca Oath of Practice, by any initiation oath and to the ethical constraints of Wicca. Members shall also abide by the O & M charter and constitution.
No member, with the exception of the Chair, shall speak for O & M or allow him or herself to be considered a spokesperson for the coven or school, unless he or she has written permission from the relevant Coven Council. That having been said, members are encouraged to share their personal experience with others, if they so desire but they must do so advising that their opinions and experiences are theirs and not necessarily those of their coven or school colleagues.
All contact and personal details held by both Coven Councils shall be strictly confidential and will not be released to any persons or organisation without the specific and prior written consent of the person or persons involved. No members will reveal any personal or contact details of any coven colleague to any other person or organisation. Breach of this condition is grounds for immediate and permanent expulsion from the coven.
Members and Friends of the Oak and Mistletoe shall at all times respect the rights of others. All communications between members and Friends of the Coven, regardless of whether conducted via electronic or any other means shall not contain profanities, abusive or inflammatory language, violent or pornographic content. Any members contravening this requirement will be expelled immediately.
11 WINDING UPOnly Amethyst as founder, shall have the authority to dissolve either branch of the coven or school at any time where it is determined such action is warranted. In that event, no member of O & M, with the exception of the founder, shall use the name "The Circle of Oak and Mistletoe" or "The Coven of Oak and Mistletoe" or “Oak and Mistletoe” in connection with any other Pagan, Neo-pagan, Wiccan, Neo-Wiccan or similar organisation or group.
The coven and school may be perpetuated in the event of the death, incapacitation, or retirement of the founder by the designation of successors from among the Inner Court membership. The appointment must have the full support of both Coven Councils via a unanimous vote.
